This policy establishes guidelines for awarding graduate degrees posthumously (excluding clinical doctorates awarded by the heritage college of osteopathic medicine).

See also policy 12.001, for undergraduate degrees.

At the request of a parent, guardian, spouse, or child of the decedent, or of a faculty member in consultation with a family member, Ohio university will award a master's or doctoral degree posthumously to a student. The student must be in good academic standing at the time of death and in a degree program. This policy outlines the minimum criteria for awarding a posthumous degree; individual degree programs may decide to set higher standards, or not to award posthumous degrees. Any program choosing not to award a posthumous degree, or deciding to impose higher standards, must notify both the vice president for research and creative activity and dean of the graduate college and the university registrar.

(B) Minimum standards

(1) Master of fine arts

Admittance into candidacy; completion of at least seventy-five per cent of coursework, required hours, and requirements for the degree; and approval of thesis proposal.

(2) Other master's degrees

Completion of at least seventy-five per cent of coursework, required hours, and requirements for the degree.

(3) Clinical doctorates

Completion of at least seventy-five per cent of coursework, required hours, and requirements for the degree.

(4) Ph.D. or Ed.D.

Admittance into candidacy, which includes approval of dissertation proposal; a portion of dissertation beyond the proposal has to be written.

Guidelines established by individual degree programs will be recommended by the faculty, department chair, or school director, and dean, with final approval by the provost. Guidelines must identify the individuals who would be involved in recommending the awarding of the degree.

In deciding whether an individual has met the program's requirements for the posthumous degree, the student's faculty advisor should be consulted. The award of a posthumous Ph.D. or Ed.D. degree must be approved by the student's doctoral program or dissertation committee.

(D) Process

Any interested party may initiate consideration of awarding the degree, but the formal request must come from the family member to the student's academic dean (the dean of the college that awards the degree).

The dean sends a memo to the office of the registrar asking that the degree be awarded posthumously as of the appropriate graduation date. This memo must indicate that the request came from or was approved by the family. A copy of the request should also be sent to the vice president for research and creative activity and dean of the graduate college.

The office of the registrar will waive the graduation application or re-application fee.

The office of the registrar will mail the diploma to the family member or, if desired, give it to the dean or other appropriate university official for presentation in a private gathering as a special gesture to the family. Upon the request of the academic dean, the office of the registrar will make a special effort to produce the diploma early.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-002.html

Supplemental Information

Authorized By: 111.15
Amplifies: 111.15

Rule 3337-12-21 | Student names.

Effective:

June 20, 2016

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-021.html

(A) Overview

Ohio university is committed to fostering an environment of inclusiveness and supporting students' preferred form of self-identification. With this in mind, this policy provides definitions for and uses of names and pronouns recorded for students.

A student is herein defined to mean any person who is or has been in attendance at Ohio university.

(B) Name types

(1) Legal name

Students are required to provide their legal names on their applications for admission. After enrollment, students may process official name changes or corrections with the office of the university registrar. A change of legal name requires an official document or court order verifying the correct information at the time the request is made. One of the following documents may be submitted for verification of the legal name change:

(a) Valid passport (required for international students in non-immigrant status);

(b) Court action document;

(d) Marriage certificate;

(e) Valid driver's license and social security card (you must submit both and the names must match);

(f) Federal or state-issued identification card and a social security card (you must submit both and the names must match).

When only one word is provided for the legal name, the information will be stored in a system's last name field with the standardized designation of 'FNU' (first name unknown) stored in the first name field.

(2) Diploma name

Students may provide abbreviated variations of their legal names when they apply for graduation. The name appearing on a student's diploma may be different from the legal name only with these options: option of first name or initial, option of including or excluding the middle name or initial, proper capitalization, and proper accentuation of the name. First and middle names may not be lengthened (i.e., expanding an initial to a full name) for a diploma name without also updating the legal name.

(3) Preferred name

Students may provide a preferred name (or nickname) and pronoun in "My OHIO Student Center." The university reserves the right to remove a preferred name if it is used inappropriately or for misrepresentation. The dean of students has final authority for determining an appropriate preferred name.

(1) Legal name

Legal name will be used as follows:

(a) Reporting to state and federal agencies;

(b) Transcripts;

(d) Identification cards;

(e) Enrollment and degree verification processes;

(f) Transfer and external credit processes;

(g) Official lists of students made available to the public or for communicating with "the parents or guardians of";

(h) Other records where the legal name is required by law or university policy.

(2) Diploma name

Diploma name will be used as follows:

(a) Diploma;

(b) Commencement program, if student has not requested non-disclosure of personally identifiable directory information.

(3) Preferred name

Preferred name and pronoun will be used in lieu of legal name when it is not necessary for the legal name to be used. It will be used across university systems where available. Faculty, staff, and students are expected to facilitate the use of preferred name and pronoun.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-021.html

Supplemental Information

Authorized By: 111.15
Amplifies: 111.15

Rule 3337-12-22 | Student address and location.

Effective:

October 1, 2024

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

(A) Overview

It is important to know where students are living for emergency purposes.

Additionally, when offering educational opportunities outside of Ohio, whether by distance education or courses such as internships, clinicals, practica, and student teaching, the university must comply with applicable state and federal regulations. Current regulations require an institution to be authorized by a state where the institution is not physically located when delivering education to students who reside within that state.

Universities offering programs leading to, or that could be assumed to lead to, professional licensure are required to notify students as to the applicability of the education being delivered to the various state professional licensure education requirements. Compliance with these state, federal, and other regulations relating to state authorization and licensure is critical to allowing the university to fulfill its mission as a public research university.

(B) Applicability

This policy applies to all students enrolled in credit-bearing coursework at Ohio university, regardless of campus, modality, or level.

(1) Distance education is education that uses one or more technologies (e.g., internet, communication devices, audio or video conferencing) to deliver instruction to students who are separated from the instructor and to support regular substantive interaction between students and the instructor, either synchronously or asynchronously (per reference 2.a.34 CFR 600.2).

(a) Distance education program is a certificate or degree program in which fifty per cent or more of the courses may be taken as distance education courses.

(b) Distance education course is a course in which at least seventy-five per cent of the instruction and interaction occurs using one or more of the technologies listed in the definition of distance education, with the faculty and students physically separated from each other.

(2) Location is defined as the state/territory where a student is located while receiving instruction. The student's location may differ from the student's state of legal "residence," that is the place where they are registered to vote or hold a driver's license (per reference 2.a.34 CFR 668.43). Additionally, a student's location for the purposes of receiving instruction may be different from their address.

(3) Out-of-state learning refers to the distance education courses or programs and field experiences such as, but not limited to, clinical rotations, internships or student teaching outside of the state of Ohio. Courses such as independent studies, test prep, dissertation or thesis credits, or correspondence courses do not fall under these regulations as there is no regular or substantive interaction with the university or other designee (per reference 2.b.).

(D) Address types

(1) Home address

Students are required to provide a permanent address on their applications for admission. Students are expected to keep this address current and may update this address via self-service in the student information system.

(2) Mail address

Students may provide a mailing address on their applications for admission. Students are expected to keep this address current and may update this address via self-service in the student information system.

(3) Current living address

All students who are not living in university housing and who have not reported a SEVIS US address are required to confirm or update the address where they are living each semester prior to participating in class. Students will be prompted to update or confirm this address each semester in advance of their first day of class. In addition students, may update this address anytime via self-service in the student information system. Students are expected to update this address if they move during the semester.

(4) Diploma address

Students are required to provide an address to which their diploma or certificate is mailed when they apply for graduation. This address may be updated only by staff in the office of the university registrar by request of the student after their application for graduation is complete.

(5) SEVIS foreign address

All international students in F-1 and J-1 status must report their foreign address within ten days of moving. Students are required to update this address via self-service in the student information system to remain in compliance with immigration regulations.

(6) SEVIS US address

All international students in F-1 or J-1 status must report their United States address within ten days of moving. Students are required to update this address via self-service in the student information system to remain in compliance with immigration regulations.

(7) Residence hall address

All students living in university housing have a residence hall address. This address is updated automatically and may not be updated by the student.

(E) Determination of student location

OHIO determines the location of a student for the purposes of providing accurate professional licensure disclosures and reporting.

OHIO will determine a student's location (state):

(1) After a student's initial application to an educational program that leads to progressional licensure or when a student changes their major to a new licensure program:

(2) At the time of initial enrollment in the licensure program;

(3) Each semester a student is registered for classes while enrolled in a licensure program; and

(4) when a student who is enrolled in a licensure program officially changes any of the addresses used in determining their location.

When determining a student's location, if the student is registered for or enrolled in only in-person courses (including OULN courses where students are physically present in a classroom), they will be considered located in Ohio for the purposes of receiving instruction.

If a student is not yet registered for any courses or is registered for or enrolled in one or more distance education courses (not including OULN courses where students are physically present in a classroom), the student's location will be determined using their address information and the following hierarchy:

(a) Residence hall address or indication of intent to reside in university housing, such as but not limited to a housing deposit or housing contract: the student will be considered located in Ohio.

(b) SEVIS US address: the student will be considered located in the state identified in their SEVIS US address.

(c) Current living address: the student will be considered located in the state identified in their current living address.

(d) No active current living address and registered for or enrolled in one or more in-person courses (including OULN courses where students are physically presented in a classroom): the student will be considered located in Ohio.

(e) Home address and student is not yet registered for courses or is registered for or enrolled in only distance education courses (not including OULN courses where students are physically present in a classroom): the student will be considered located in the state identified in their home address.

(F) Application and use of data/information

Address information will be used as indicated by university policy, 12.020 student records. This paragraph includes some specific examples of how the current living address may be used.

The student's current living address may be used for emergency purposes such as needing to locate a student or identify all students living in a certain vicinity.

A portion of the collected student address data (i.e., location) is reported annually to the national council for state authorization reciprocity agreements (NC-SARA) as part of the university's participation agreement. It is important to note that no individually identifiable student data is reported in this annual update.

For purposes of compliance with applicable federal regulations such as professional licensure regulations and state authorization agreements, student location and/or information from current living address may be used for notifications and reporting.

Last updated October 1, 2024 at 9:25 AM

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01
Prior Effective Dates: 6/14/2023

Rule 3337-12-23 | Student emergency contact information.

Effective:

June 14, 2023

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

(A) Overview

It is imperative that the university can contact an individual designated by the student in the event of an individual student emergency. Students are required to update or confirm their emergency contacts each semester.

This policy serves to outline the procedures for the collection, maintenance, and utilization of student emergency contact details at Ohio university. It encompasses the circumstances in which these contact details will be utilized, the decision-making process behind their use, and the authorized individuals who will initiate contact. The overarching goal is to provide clarity and ensure prompt and well-informed action in emergency situations, benefiting students, staffs, and emergency contacts alike.

A student is herein defined to mean any person who is officially enrolled and participating in classes delivered by Ohio university by any modality.

(B) Emergency contact update requirement

All students are required to report their emergency contact(s) name and phone number in the student information system. The sudent is required to confirm or update their emergency contact(s) name and phone number each semester of enrollment. Students additionally may update their emergency contact(s) name, relationship, phone number, and email address at any time. One contact must be identified as the primary contact. It is the responsibility of the student to make their emergency contact(s) aware and collect permission to list them and provide contact information to the university.

This information is stored in the student information system in accordance with the Ohio university website policy statement and applicable data privacy laws.

Ohio university faculty and staff take the privacy of every student seriously. When there is a student welfare concern, professional judgement is used when decididing to reach out to the emergency contact provided by the student. The decision to make emergency contact is made on a case-by-case basis.

Emergency contact will be used as follows:

(1) Notify in case of a student death;

(2) Notify of specific emergency involving an individual student.

(D) Oversight of communication to emergency contact(s)

Emergency contact information is provided for an individual student upon request to appropriate university personnel due to the emergency situation. The dean of students office is typically the office in contact when a student is in crisis and requires access to this information in the student information system. The dean of students may consult with legal affairs, chief privacy officer, and others as appropriate when determining if an emergency contact should be contacted.

Emergency contact information may also be provided to other systems where this information is critical; requests will be avaluated on a case-by-case basis by the university registrar.

Last updated June 14, 2023 at 8:32 AM

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01

Rule 3337-12-30 | Course credit and grading in emergencies.

Effective:

August 27, 2016

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-030.html

(A) Overview

This policy provides procedures to be followed by faculty, by academic units (including departments, schools, and deans' offices), and by the office of the university registrar if a semester or session is terminated prematurely.

If a school term is terminated prematurely, students may or may not receive credit for that term, depending upon whether or not sufficient time has passed since the beginning of the term to justify awarding credit. That determination will be made by the university in consultation with the Ohio board of regents.

(B) Early termination

In the event that an academic semester or session is terminated too soon to justify awarding credit, the following policies are in effect:

(1) An entry on each student's record will be made indicating that the semester or session had been terminated and that no credit or grades could be given.

(2) Students will receive a full refund of tuition and fees and a pro-rated refund of fees paid for housing and consumable items, including special course fees and technology fees.

In the event that an academic semester or session is terminated after enough time has passed to justify awarding credit, the following policies are in effect:

(1) Students with a record of non-attendance or who are delinquent in their work (missed quizzes, examinations, reports, etc.) may, at the discretion of their instructor, receive either no credit or a failing grade for the term. Instructors shall notify such students of the reasons for receiving no credit or a failing grade.

(2) The mode of completing the course shall be recommended by the instructor and approved by his or her department or school, or a committee thereof. The specific grade will be assigned by the instructor.

(3) Practices adopted under part (C)(2) of this policy shall be placed in writing and a copy filed in the department or school office and in the office of the college dean, and a copy sent to each student involved. The faculty senate shall recommend a date by which coursework should be completed and grades submitted.

(D) Interrupted academic terms

In the event that an academic semester or session is temporarily interrupted and the full duration of instruction is subsequently completed, normal grading policies will apply.

The version of this rule that includes live links to associated resources is online at

https://www.ohio.edu/policy/12-030.html

Supplemental Information

Authorized By: 111.15
Amplifies: 111.15

Rule 3337-12-40 | Grading.

Effective:

May 8, 2019

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

The version of this rule that includes live links to associated resources is online at

https://ohio.edu/policy/12-040

(A) Overview

This policy delineates the university's official grading system.

At the close of a session or upon completion of a class, the instructor reports a final grade indicating the quality of a student's work in the class. The university registrar's deadlines for submitting grades each semester or session must be met. Failure to do so creates problems for students such as loss of employment, scholarships, financial aid, and opportunities for further study. Once grades are submitted to the university registrar, they are final and cannot be changed unless evidence of an error can be presented or a formal grade appeal process is completed in accordance with Ohio university's official grade appeal policy (see the faculty handbook, section IV-C). Grades cannot be changed by arranging to complete additional work. Grade point values are assigned for each semester hour of credit completed according to the grading system detailed in this policy.

The basis for determining a student's scholastic standing is the grade point average (GPA). This average is determined by dividing the total number of grade points earned by the total number of semester hours of credit attempted. For example, if a student earned a C (2.0) and a B (3.0) in each of two three-hour courses, first multiply the number of hours in each course by the grade point value for that grade (3 x 2 = 6 and 3 x 3 = 9) and add the grade points for each course together to find the total number of grade points (15). Then add the number of hours attempted (3 + 3 = 6) and divide the total number of grade points by the total hours attempted (15/6 = 2.5). The student's GPA after completing the two classes would be 2.5.

A student's GPA is figured only on credit hours attempted - courses for which the student receives letter grades (A-F), FN (failure, never attended), or FS (failure, stopped attending). FN and FS have the same value as an F. Grades of P (pass) and CR (credit) represent hours earned but are not used to calculate the GPA.

Ohio university has used a 4.0 grading system since 1941-42. Plus and minus grades were added in 1973-74.

(B) Grades used in GPA calculation

Letter grade	Numerical equivalent (grade point value)	Description	Assigned by faculty member
A	4.00	Excellent	Yes
A-	3.67	Excellent	Yes
B+	3.33	Good	Yes
B	3.00	Good	Yes
B-	2.67	Good (minimally acceptable at the graduate level)	Yes
C+	2.33	Acceptable (minimally acceptable at the graduate level)	Yes
C	2.00	Acceptable (minimally acceptable at the graduate level)	Yes
C-	1.67	Acceptable (not acceptable at the graduate level)	Yes
D+	1.33	Passing (not acceptable at the graduate level)	Yes
D	1.00	Passing (not acceptable at the graduate level)	Yes
D-	0.67	Passing (not acceptable at the graduate level)	Yes
F	0.00	Failing. Effective fall semester 2017-2018, the instructor will confirm the student completed the course and earned the F, otherwise an FN (failure, never attended) or FS (failure, stopped attending) would be assigned.	Yes
FN	0.00	Failure, never attended. This grade is given when the student does not officially drop a class for which they officially registered but did not attend/participate in. FN counts as an F in the GPA. As with any other grade in an undergraduate nonrepeatable course, the FN will be replaced in the grade point average by the last grade earned if the course is retaken.	Yes
FS	0.00	Failure, stopped attending. This grade is given when the student stops attending but does not officially drop a course for which they officially registered and attended/participated in at least once. FS counts as an F in the GPA. In addition, the last date of attendance/participation indicated is recorded on the student's academic record. Like any other grade in an undergraduate nonrepeatable course, the FS will be replaced in the grade point average by the last grade earned if the course is retaken.	Yes
I*	0.00	Aministrative Incomplete. Calculated as "F." Student either did not attend or stopped attending without officially withdrawing. Replaced with FN and FS Fall Quarter 1998-99.	Yes - Inactive

Letter grade	Numerical equivalent (grade point value)	Description	Assigned by faculty member
CR	N/A	Credit. A report of credit may be made for certain preapproved courses. Credit is to be used primarily for graduate level courses. Regardless of the level, using a CR grade for a specific course requires prior approval of the university curriculum council. When a CR grade will be used in a course, it must be used for every student in that section of the course (i.e. an instructor should not mix CR and letter grades) and this will be so announced by the instructor at the start of the course. Some colleges may limit the number of CRs applied to major and degree requirements.	Yes
P	N/A	Pass. Conversion of grades A through D- under the pass/fail option. The pass/fail option is designed to encourage students to explore areas of study which they might otherwise hesitate to enter. To be eligible, the student must have a GPA of 2.5 or better for his or her latest semester of full-time enrollment, or have an accumulative g.p.a. of 2.0 or better. First-semester freshmen automatically qualify. The pass/fail grading option is subject to the following restrictions:	No
	1. No course taken pass/fail may be used to fulfill any graduation requirement (college, school, or departmental) other than the total hours requirement. For example, courses taken pass/fail cannot be used to meet distribution requirements, minor or certificate requirements, requirements of courses above a specified level, a specific course established as a major requirement, or any other such requirements in the student's program. Colleges may refuse permission to use the pass/fail option for courses that are eligible to meet any such requirements that have not already been met by the student; if they do grant permission in such a case, the student will have to meet that requirement with some other course. Such courses taken pass/fail prior to the student's entering a program cannot apply to program requirements other than total hours for graduation.
	2. The student may take no more than one class per semester or session by pass/fail.
	3. The student may complete no more than 12 semester hours under this option.
	4. The instructor is not to know who elects their course on the pass/fail option. A letter grade will be turned in and then converted to a P or F on the student's academic record by the university registrar. The original letter grade cannot be retrieved.
	To initiate the pass/fail option the student should register for the class online, and then contact their academic dean's student services office or regional campus student services office (no later than the Friday of the second week of the semester or the Friday of the first week of a session) to request that a class be taken pass/fail. Pass/fail requests by regional campus students are reviewed by the student's college student services office on the Athens campus, and may be denied if an inappropriate choice has been made. Pass/fail applications cannot be processed online by the student.
S	N/A	Satisfactory. Same value as "CR" grade. Became inactive fall 1967-68.	Yes - Inactive
TCT	N/A	Career technical credit. Effective fall quarter 2011-12.	No
TTC	N/A	Test credit. Effective fall quarter 2011-12.	No
TAA	N/A	Articulation agreement credit. Effective fall quarter 2010-11.	No
T	N/A	Transferred grade of C- or better. Effective through spring quarter 2010-11.	No
TA	N/A	Transferred grade of A. Effective summer quarter 2010-11.	No
TA-	N/A	Transferred grade of A-. Effective summer quarter 2010-11.	No
TB+	N/A	Transferred grade of B+. Effective summer quarter 2010-11.	No
TB	N/A	Transferred grade of B. Effective summer quarter 2010-11.	No
TB-	N/A	Transferred grade of B-. Effective summer quarter 2010-11.	No
TC+	N/A	Transferred grade of C+. Effective summer quarter 2010-11.	No
TC	N/A	Transferred grade of C. Effective summer quarter 2010-11.	No
TC-	N/A	Transferred grade of C-. Effective summer quarter 2010-11.	No
TD+	N/A	Transferred grade of D+. Effective summer quarter 2010-11.	No
TD	N/A	Transferred grade of D; effective summer quarter 2010-11. Fall quarter 2005-06 through spring quarter 2010-11: transferred grade of D-, D, or D+.	No
TD-	N/A	Transferred grade of D-. Effective summer quarter 2010-11.	No
TN	N/A	Transferred non-graded. Effective fall quarter 2007-08.	No
TCR	N/A	Transferred grade of CR. Effective summer quarter 2010-11.	No
TP	N/A	Transferred grade of pass, including for student-elected pass/fail. Effective fall quarter 2007-08.	No
TX	N/A	Transferred experiential learning. Effective fall quarter 2007-08.	No

(D) No credit - not included in hours earned and not used in GPA calculation

Letter Grade	Numerical equivalent (grade point value)	Description	Assigned by faculty member
AU	N/A	Audit. Indicates formal participation in a class, but not for credit or a regular grade. The student who registers for an audit is expected to attend and participate in the class according to the instructor's policy. Failing to do so can result in removal of the Audit from the record. (If this action results in a change of fees, the university policy on refund of registration fees will apply.) Audited classes are calculated in the tuition fees.	No
I	N/A	Incomplete. Receiving an "I" means that the student has not completed the work required for a regular grade. The student must have the instructor's permission to receive the Incomplete. The student must complete the work within the first two weeks of his or her next semester of enrollment or two years from the end of the term in which the grade of "I" was given, whichever comes first, or the "I" converts automatically to an "F." The instructor may, at his or her discretion, submit a change of grade request to the Office of the University Registrar. When the student applies for graduation, any incompletes on the record will be calculated as "F" grades for the purpose of determining eligibility for graduation and will be converted to "F" upon graduation.	Yes
NC	N/A	No Credit. Conversion of freshman D, I, and F grades from Summer Quarter 1969-70 through Summer Quarter 1976-77 for courses taken under the ABC Grading System option. Also replaces all F grades under Segmented Transcript Policy (began Fall Quarter 1985-86). NC grades are submitted by faculty to indicate non-passing performance by students in courses in the Ohio program of intensive english (OPIE).	No - except for OPIE
NR	N/A	No Report. This grade is assigned when:	No
	1. The instructor does not report the grade;
	2. The instructor reports the grade too late for semester grade processing; or
	3. The instructor reports an ineligible grade for the grade eligibility code of the course.
PR	N/A	Progress. This grade is primarily used at the graduate level and applies only to a few very specific pre-approved undergraduate courses that are designed to span more than one semester or session. This grade indicates that the student has made progress in the course but has not finished the work required for a letter grade. It may extend longer than one semester.	Yes
W	N/A	Withdrawal. Officially dropped class or withdrew from university. Became inactive fall 1973-74. However, a W will be on the student's record if they withdrew until the instructor assigns the WP, WF, or WN grade.	No - inactive fall quarter 1973-74
WP	N/A	Withdrawn passing. This grade designates classes dropped after the Friday of the second week of the semester (Friday of the first week of a session). (Prior to fall semester 2012-13, this grade designated classes dropped after the fifteenth day.) It indicates that the student was passing at the time of withdrawal. Effective fall semester 2017-18, the last known date of participation will be recorded on the student's academic record.	Yes
WF	N/A	Withdrawn failing. This grade designates classes dropped after the Friday of the second week of the semester (Friday of the first week of a session). (Prior to fall semester 2012-13, this grade designated classes dropped after the 15th day.) It indicates that the student was failing at the time of withdrawal. Effective fall semester 2017-18, the last known date of participation will be recorded on the student's academic record.	Yes
WN	N/A	Withdrawn never attended. This grade designates classes dropped after the Friday of the second week of the semester (Friday of the first week of a session). It indicates that the student never attended or participated in the class. Effective fall semester 2017-18.

A course for which a grade has been assigned by a faculty member will not be removed from the student's academic record without approval of the tuition appeal review panel (see Policy 12.050) and in accordance with the faculty handbook, section IV-C.

(E) Repeating a course

Repeating a course is to complete a course more than once for credit. This can be done only with repeatable courses, which are designed to be taken multiple times (e.g., MUS 3400, PSY 4900). Some departments place a limit on the total number of credits that may be earned in a given repeatable course.

(F) Retaking a course

A regular undergraduate course with fixed content can be retaken to affect the student's GPA. Retaking the course removes the hours and the effect of the earlier grades from the calculation of the GPA. However, all grades appear on the permanent academic record (transcript). The last grade earned is the one used to calculate the GPA, even if it is lower than the earlier grade(s), and only the last instance's credit hours are accepted toward any requirements for graduation. Some graduate and professional schools will include all grades in their own calculation of the GPA when determining a student's eligibility for admission, even though Ohio university calculates the GPA using only the last grade in a retaken course.

Courses taken at Ohio university and retaken at another university are not eligible for grade point adjustment under this policy. Effective summer quarter 2010-11, the university limits the number of times an undergraduate course may be retaken to a maximum of two in addition to the first attempt.

Retaking a course after graduation will not change graduation GPA or honors status.

(G) Transfer credit grades

Beginning summer quarter 2010-11, grades for all acceptable transfer courses are recorded with "T" preceding the grade earned on the student's academic record and the degree audit (DARS) report. Effective fall quarter 2005-2006, Ohio university accepts and applies transfer courses from Ohio public institutions in which grades of D+, D, or D- are earned. Prior to summer quarter 2010-11, these courses reflected a "TD" grade on the student's academic record and DARS (per Ohio department of higher education policy to ensure the equitable treatment of transfer students across Ohio's public institutions of higher education). The number of hours of credit earned at each institution is recorded on the permanent record, but no grades are recorded. Transfer students, therefore, enter Ohio university with no GPA on their Ohio university academic records.

Prior to fall quarter 2005-2006, D+, D, or D- grades were not transferable. However, if a student earned a D+, D, or D- in a course which was a specific prerequisite (as stated in the academic catalog of the prior school) to a course in which the student earned a grade of C- or better, then the course in which the D+, D, or D- was received was accepted for credit earned, and the "T" was recorded on DARS.

(H) Segmented transcript policy

The segmented transcript policy was developed as a way to allow students who leave the university with low grades and re-enroll after an absence of four or more years to begin coursework without the threat of academic probation. Under this policy, all of the student's courses are reflected on the transcript, but the grades earned earlier that affect the GPA are changed temporarily to CR (for any passing grade) and NC (for any failing grade), which removes them from the calculation of the accumulative GPA, while the hours earned will be carried forward.

The new GPA after segmentation will be used for determining probationary status and liability of being academically dropped. The new GPA also may be used, at the discretion of relevant officials or committees, to determine eligibility for entrance to academic programs or for scholarships and honor societies, although they also have the option of using the combined (true) GPA.

However, the GPA for determining the 2.0 minimum overall GPA for graduation and in the major, as well as honor status at graduation, is based on all hours attempted at Ohio university, including those attempted before segmentation. Upon graduation, the university registrar will return all grades to the originals and recalculate the GPA.

Subsequent gaps of four or more years will not qualify students for further transcript segmentation.

The student must petition the student services office of the college dean to have the transcript segmented.

The version of this rule that includes live links to associated resources is online at

https://ohio.edu/policy/12-040

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01

Rule 3337-12-50 | Canceling, registration, dropping classes, and withdrawing.

Effective:

July 1, 2022

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

(A) Overview

(1) Purpose

It is the purpose of this policy:

(a) To clarify the distinctions among "cancellation," "withdrawal," and "dropping" (terms that are often mistreated as interchangeable);

(b) To establish an equitable, fair, and consistent appeal process; and

(c) To ensure that the appropriate consequences (academic or financial) flow from all changes in students' class registration status, both to the students, and also to the university by way of Ohio department of higher education reporting and subsidy calculations.

(2) Summary

Ohio university will comply with the Ohio department of higher education (ODHE) reporting guidelines on official changes in student registration status.

The university will comply with applicable regulations relating to refunds for students participating in distance learning programs in states where the university is authorized to offer such programs.

Registration cancellation, class drops, and withdrawals will be processed in a way that accurately reflects the actual and effective dates of the activity and the corresponding refund or grading action to be taken, based on deadlines.

Procedures that identify and implement the appropriate financial and academic consequences of cancellation, dropping, and withdrawal are detailed in paragraphs (B) to (H) of this policy.

For a variable-credit course, unless otherwise specified, changes to the number of hours are subject to the same regulations as adding a course (for increase in credit) or dropping a course (for decreases in credit that leave a non-zero value). Decreases in credit to zero require dropping or withdrawing, depending on the date within the semester or session (as described in this policy).

(3) Terminology

(a) Semester: any semester, including the fourteen-week summer semester.

(b) Session: any seven-week session.

(c) Canceling registration: terminating registration in all classes before the first day of classes. This does not prevent a student from registering for a future semester or session.

(d) Dropping classes: terminating registration in one or more but not all classes for a given semester or session before the deadline specified in this policy. Courses dropped will not appear on the student's academic record (official transcript).

(e) Withdrawing:

(i) Withdrawing from classes means terminating registration in one or more but not all classes after the deadline for dropping. Courses from which the student has withdrawn will remain on the student's academic record (official transcript), with grades of WP, WF, or WN. (WP, WF, and WN grades indicate whether the student, in the professor's judgment, was passing or failing the class(es) at the time of withdrawal or never attended/participated. These grades do not affect the grade point average.)

(ii) Withdrawing from the university means dropping or withdrawing from all regular Ohio university classes for which a student is registered for a given semester or session, whether on one campus or more than one. Withdrawing from the university does not prevent a student from registering for a future semester or session.

(f) Flexibly scheduled class: classes that do not meet for the full semester or session.

(g) Non-term bases class: classes that are offered through OHIO online via print-based education, special projects, or course credit by exam. These classes span multiple months and are typically longer than a semester.

(4) Canceling registration

Students may choose to cancel registration prior to the first day of the semester or session by dropping all classes.

(5) Dropping classes

Students may drop individual classes from their schedules without permission from the first day of classes through the Friday of the second week of a semester (Friday of the first week of a session). Courses dropped will not appear on the student's academic record.

(6) Withdrawing from classes

Students may withdraw from one or more but not all classes from the Saturday of the second week of the semester (Saturday of the first week of a session) through the Friday of the tenth week of the semester (last instructional day of the fifth week of a session) without permission. However, the courses remain on the students' academic records with grades of WP (withdrawn passing), WF (withdrawn failing), or WN (withdraw never attended) and they continue to be used in the calculation of tuition and fees. WP, WF, and WN grades do not affect the student's grade point average. Withdrawing from individual classes after the Friday of the tenth week of the semester (last instructional day of the fifth week of a session) is not possible without appeal; see paragraph (H) of this policy. Students may petition their student services office in their college or regional campus for consideration of special circumstances.

(7) Withdrawing from the university

Students may withdraw from the university (terminate enrollment in all registered classes for which grades have not been assigned on all campuses) from the first day of classes through the day before the last day of classes for the semester or session. No grades are assigned for the withdrawal through the Friday of the second week of a semester (Friday of the first week of a session). Withdrawal after these dates results in WP, WF, or WN grades. Withdrawing is not an option on or after the last day of classes, and regular grades will be assigned. Undergraduate students initiate the withdrawal process from the university through their college or regional campus student services office; graduate students initiate the withdrawal process through the graduate college; medical students initiate the withdrawal process through the heritage college of osteopathic medicine.

(8) Tuition and fees issues

When dropping classes affects the total registration in a way that changes the amount of tuition or fees, the student will receive the appropriate reduction of charges or pay the appropriate forfeiture for the class(es) dropped, according to the deadlines for those classes, and the tuition for the remaining registration will be calculated.

Tuition for students who schedule a total of twelve or more hours in any combination of registration in the full semester sessions, or flexibly scheduled classes will be calculated in the usual way (fewer than twelve hours equals part-time, twelve through twenty hours equal full-time for undergraduate students; fewer than nine hours equals part-time, nine through eighteen hours equals full-time for graduate students.) When dropping classes affects the total registration for the semester in a way that changes the basis for tuition, the tuition will be re-calculated for the remaining registration, and the student will receive the appropriate reduction of charges or pay the appropriate forfeiture for the class(es) dropped, according to the deadlines for those classes.

(9) Deadlines

Deadlines for cancellation, course withdrawals, university withdrawals, and class drops are based on the appropriate dates for each semester or session.

Deadlines are prorated for classes that are flexibly scheduled or non-term based offered through OHIO online. Flexibly scheduled classes are classes that do not meet for the full semester or session.

Further details of deadlines may be found in paragraphs (B) to (H) of this policy and in the policies linked from the references part of this policy.

(B) Canceling registration

This paragraph applies to the cases in which the student terminates registration in all classes before the first day of classes for the semester or session, or before the first day of the earliest class if one or more classes is flexibly scheduled. This includes all classes for which a student is registered, on all (one or more) campuses, but not non-term bases courses offered through OHIO online for students register and pay separately.

Financial aid recipients who cancel their registration prior to the first day of classes are not eligible to receive funds for that term and must return one hundred percent of any financial aid received as a refund. In addition, any financial aid credits for the affected term will be canceled.

(1) Guidelines

If the student officially cancels registration for all classes before the first day of classes, they are entitled to a one hundred percent refund of fees paid. The student receives no grades and classes do not appear on the student's academic record.

(2) Procedure

(a) Student drops all classes through online registration before the first day of classes (students must notify bursar's office if they wish to initiate a refund process); or

(b) Student notifies college student services office, regional campus student services office, graduate college, or heritage college of osteopathic medicine prior to the first day of classes. That office submits completed "cancellation of registration form" to the office of the university registrar. (Students must notify the bursar's office if they wish to initiate a refund process.)

This paragraph applies to cases in which the student terminates registration in one or more classes, but remains enrolled in at least one class on any campus, after the first day of classes for the semester or session, through the Friday of the second week of the semester or Friday of the first week of a session (or corresponding, prorated dates or flexibly scheduled classes).

Financial aid or scholarship recipients who fail to maintain the minimum hours required for their specific aid may become ineligible for that aid, creating a balance owed or requiring repayment of funds received.

(1) Guidelines

If the student drops a class or reduces credit hours on or before the Friday of the second week of a semester or on or before the Friday of the first week of a session (or corresponding, prorate dates for flexibly scheduled classes), which causes the student to drop from full-time status to part-time status tuition and fees will be reduced accordingly. Additionally, undergraduate students who were enrolled in more than twenty hours or graduate students enrolled in more than eighteen hours who drop from full-time or part-time status will have their fees reduced accordingly. The student receives no grade for the class(es) dropped. The course(s) are removed from the student's academic record.

(2) Procedure

Student drops class(es) through online registration. (Students must notify bursar's office if they wish to initiate a refund process.)

(D) Withdrawing from one or more classes later in the semester or session.

This paragraph applies to cases in which the student terminates registration in one or more classes, but remains enrolled in at least one class on any campus, after the Friday of the second week of the semester or Friday of the first week of a session, through the Friday of the tenth week of the semester or last instructional day of the fifth week of a session (or corresponding, prorated dates for flexibly scheduled classes). Withdrawing from a class is not permitted after the Friday of the tenth week of the semester or last instructional day of the fifth week of a session (or corresponding, prorated dates for flexibly scheduled classes). Registration is included on the ODHE report. There is no reduction to fees, and financial aid adjustments may occur.

(1) Guidelines

Students may withdraw from individual classes without permission through the Friday of the tenth week of a semester or the last instructional day of the fifth week of a session (or corresponding, prorated dates for flexibly scheduled classes). Students receive no refund of tuition fees for classes dropped after the Friday of the second week of a semester (Friday of the first week of a session (or corresponding, prorated dates for flexibly scheduled classes); classes remain on student's academic record; WP, WF, or WN grades apply.

(2) Procedure

Student drops the class(es) through online registration, which results in a withdrawal.

(E) Withdrawing from the university early in the semester or session

This section applies to cases in which the student terminates registration in all classes after the semester or session begins, through the Friday of the second week of the semester or Friday of the first week of a session.

If the student is a financial aid recipient and is subject to a "Return to Title IV Fund" calculation, the student's financial aid may be canceled or reduced, creating or increasing an outstanding balance on the account.

(1) Guidelines

If the student officially withdraws from the university (drops all classes on all campuses, combined) through the Friday of the second week of a semester or the Friday of the first week of a session (as specified in the academic calendar or corresponding, prorated dates for flexibly scheduled classes), they are entitled to an eighty percent reduction of tuition and fees. The classes are removed from the academic record, but there is a notation on the academic record that the student withdrew during the semester or session.

(2) Procedure

(a) Undergraduate student initiates the withdrawal process with the student services office of the college in which they are enrolled or regional campus student services office. Graduate student initiates the withdrawal process with the graduate college. Medical student initiates the withdrawal process with the heritage college of osteopathic medicine.

(b) The effective date of the withdraw is the date the student notified the office, either orally or in writing.

(F) Withdrawing from the university later in the semester or session

This paragraph applies to cases in which the student terminates registration in all classes after the Friday of the second week of the semester or Friday of the first week of a session and before the last day of classes for that semester or session (or corresponding, prorated dates for flexibly scheduled classes). Withdrawing is not permitted on or after the last day of classes.

(1) Guidelines

If the student officially withdraws from the university (drops all classes on all campuses combined) after the Friday of the second week of the semester or Friday of the first week of a session (as specified in the academic calendar or corresponding, prorated dates for flexibly scheduled classes), they are not eligible for a refund. Student receives WP, WF, or WN grades.

(2) Procedure

(a) Undergraduate student initiates the withdraw process with the student services office of the college in which they are enrolled or regional campus student services office. Graduate student initiates the withdraw process with the graduate college. Medical student initiates the withdrawal process with the heritage college of osteopathic medicine.

(b) The effective date of the withdraw is the date the student notified the office, either orally or in writing.

(G) Registration changes for medical reasons

(1) Guidelines

Medical registration changes are cancellations, withdrawals, and class drops that are approved for medical reasons. The guiding principle that determines the effective date of the action is whether or not the student's illness rendered them incapable of doing academic work as of a certain date.

If the effective date is prior to the beginning of the semester or session (or corresponding, prorated dates for flexibly scheduled classes) and the intent is to drop all classes, the action would be cancellation of registration. If the effective date is after the beginning of the semester or session (or corresponding, prorated dates for flexibly scheduled classes) and involves dropping all classes, then it is a withdrawal from the university. If the intent is to reduce the scope of the academic load after the semester or session has begun, then one or more, but not all, classes would be dropped or withdrawn from as of the effective date as determined by the onset of the illness.

Once the effective date is established, removal of classes from the academic record, grading, and refunds will be determined by existing policies, based on the effective date as for any other cancellation, withdrawal, or class drop. As for other withdrawals, medical withdrawals cannot have an effective date later than the day before the last day of classes for the semester or session (or corresponding, prorated dates for flexibly scheduled classes) - the last date on which withdrawal is permitted. Withdrawal for a semester or session is not permitted in cases where the student has completed final examinations (or other terminal work for the classes) and grades have been submitted. Refunds involving medical withdrawals for financial aid recipients are subject to a "Return to Title IV Fund" calculation and the student's financial aid may be canceled or reduced, creating or increasing an outstanding balance on the account. Institutional financial aid recipients are subject to aid proration that corresponds to any tuition and charge adjustments.

(2) Procedure

(b) The effective date of the withdraw is determined by the onset of the illness.

(d) In cases where the effective date is prior to the deadline but the deadline has passed, the student services office presents the recommendation to the tuition appeal review panel. Requests for special consideration based on medical circumstances also may be presented to the tuition appeal review panel by the student services office. For medical-related cancellation, withdrawal, or class drop, the tuition appeal review panel will determine the effective date based on documentation provided.

(e) The dean of students, at their discretion, may place a registration hold on students who withdraw or cancel registration for medical reasons. The purpose of such a hold is to ensure proper review of the student's medical condition prior to re-enrollment.

(H) Tuition appeal review panel appeal process

The tuition appeal review panel (membership and chair specified here) has the responsibility to consider appeals concerning changes in registration status and tuition in cases where students feel that retroactive, corrective adjustments should be made effective before the first day of classes or before the Friday of the second week of any semester or the Friday of the first week of a session (or corresponding, prorated dates for flexibly scheduled classes), due to extenuating circumstances.

The tuition appeal review panel reviews appeals for the approval of exceptions involving requests for cancellation after the first day of the semester or session and withdrawals and class drops after the Friday of the second week of the semester or Friday of the first week of a session (or corresponding, prorated dates for flexibly scheduled classes) that would result in refunded fees or removal of classes from the academic record (have an effective date before the first day of the term or on or before the Friday of the second week of the semester or Friday of the first week of a session, or corresponding, prorated dates for flexibly scheduled classes). Exceptions will be made only under extreme circumstances. As a general rule, refunds and class status changes will be approved only if the student can establish that the reason for the action requested was beyond the student's control and prevented them from addressing the issue at the appropriate time.

The college student services offices do not process change orders to remove former "I*" ("Administrative Incomplete"), or "FN" ("Failure, Never Attended"), or "FS" ("Failure, Stopped Attending") grades from the student's record. Students who received these grades because they did not officially drop a class for which they registered but did not attend or stopped attending without permission may retake the class under the regular retake procedures if they choose, as with any other grade. All other cases involving removal of classes with "I*," "FN," and "FS" grades are no different from any other request for an exception to the tuition and grades associated with the student's registration status, and therefore are to be considered by the tuition appeal review panel.

The tuition appeal review panel will not consider appeals for retroactive action in cases where the student has completed final exams (or alternative summative experiences) and grades have been submitted.

The tuition appeal review panel consists of two assistant deans, the chair of the educational policy and student affairs committee of faculty senate, one representative from the financial aid office, one representative from the bursar's office, one representative from graduate college, one representative from the dean of students office, one representative from regional higher education, and one representative from the registrar's office. The panel is chaired by a member of the provost's executive leadership team.

Last updated March 25, 2024 at 10:04 AM

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01
Prior Effective Dates: 8/27/2016

Rule 3337-12-55 | Deadlines for adding and dropping classes.

Effective:

September 1, 2018

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/12-055.html

(A) Overview

This policy establishes the deadlines for students who want to add or drop classes after the semester or session has begun.

Students may alter their class schedules as they wish (add or drop classes) prior to the beginning of a semester or session. Once the semester or session begins, there are specific limitations on this activity:

(1) Terminology

This policy uses the same terminology as policy 12.050.

(2) Adding classes

In general, students may add classes to their official schedules through the Friday of the first week of a semester or session. Some departments or individual instructors may require permission or even close registration altogether. The last day to add for a session is Friday of the first week. The last day to add for a semester is Friday of the second week; however, permission is required to add after the Friday of the first week of a semester. The classes for which a student is registered for credit or audit after the Friday of the second week of the semester (Friday of the first week of a session) are used to calculate the tuition and fees owed by the student.

The instructor may refuse permission for a student to add a class, and may exclude a student who is already registered for a class, if that student is absent from the first two class meetings if the class is fewer than eighty minutes in length or first class meeting if it is eighty minutes or more in length, and does not notify and obtain approval from the instructor to remain registered for the class. The student is responsible for dropping the class if approval is not obtained for remaining in the class.

(3) Dropping or withdrawing from one or more but not all classes

Students may drop classes from their schedules without permission or academic or financial penalty through Friday of the second week of the semester (Friday of the first week of a session). The classes are removed from the students' academic records and no longer are included in the calculation of tuition and fees.

The university expects students to complete and receive grades for all classes in which they are registered after the tenth week of the semester (last instructional day of the fifth week of a session).

(4) Withdrawing from the university after the semester or session begins

Students who withdraw (drop all classes for which they are registered, on all campuses, but not nonterm-based courses offered through print-based education) from the university through the Friday of the second week of the semester (Friday of the first week of a session), are entitled to an eighty percent refund of tuition and fees if payment in full has been made or an eighty percent reduction if fees have yet to be paid. The courses are removed from the students' academic records, but there is a notation on the academic record that the student withdrew from the semester or session.

Students may withdraw (drop all classes for which they are registered, on all campuses, but not nonterm-based courses offered through print-based education) from the Saturday of the second week of the semester (Saturday of the first week of a session) through the day before the last day of classes. In this case students receive no refund and the classes remain on the students' academic records with WP, WF, or WN grades.

If the student is a financial aid recipient and is subject to a federal formula for refunds, the student's financial aid credits may be voided, restitution of refunds may be required, and the student may owe any outstanding balance on the account that previously was covered by financial aid. If the student has been awarded a graduate appointment, the student's tuition scholarship and stipend are subject to cancellation and the student should contact the graduate college.

See policy 12.050 for additional information about these processes.

(B) Adding classes

Classes may be added through the Friday of the second week of a semester, through Friday of the first week of a session, or through the corresponding, prorated dates for flexibly scheduled classes.

Students may register online through Friday of the first week of a semester or session (or corresponding, prorated dates for flexibly scheduled classes).

Permission from the instructor, department, or school must be obtained to register in the following cases:

(1) Permission is required for all students;

(2) Student is registering after Friday of the first week of the semester (through Friday of the second week of the semester);

(3) Class is full;

(4) Student has reached maximum credit allowed in a variable credit course;

(5) Student has reached the maximum retake limit for that course;

(6) Student has already taken the course in the same semester (e.g., both summer sessions of the same summer semester, or a five-week course more than once in one semester);

(7) Student does not meet the requisites;

(8) Major set-aside requires override;

(9) Student would have a time conflict with another class.

The online registration systems will indicate when any of these conditions are present. Students who feel they have reason for permission to register anyway may appeal to the instructor or the department or school.

If permission is needed to register, the student must obtain the permission from the instructor, department, or school and follow the directions as provided when permission is obtained. The student is responsible for finalizing their registration.

Undergraduate students who wish to register for more than twenty credit hours in one semester must obtain permission (using the permission to exceed maximum hours form) from their college or regional campus student services office.

Graduate students who wish to register for more than eighteen credit hours in one semester must obtain permission (using the permission to exceed maximum hours form) from their academic department or school and the graduate college.

All registrations that require permission must be finalized prior to the deadline provided by the instructor, department, or school or on or before the Friday of the second week of the semester, Friday of the first week of a session, or corresponding, prorated dates for flexibly scheduled classes, whichever is earliest.

Classes may be dropped online from the first day of the semester or session through the Friday of the tenth week of the semester (last instructional day of the fifth week of a session or corresponding, prorated dates for flexibly scheduled classes). If the class is dropped on or before the Friday of the second week of the semester (Friday of the first week of a session or corresponding, prorated dates for flexibly scheduled classes) the course will be removed from the student's academic record and the student is eligible for a reduction of charges if dropping the class affects the tuition and fees.

Classes withdrawn from after the Friday of the second week of the semester (Friday of the first week of a session or corresponding, prorated dates for flexibly scheduled classes) will receive WP, WF, or WN grades, and will not result in any tuition or fee refund.

See policy 12.050 for additional information about these processes.

(D) Appeals for late withdrawal from classes

Withdrawing from a class after the Friday of the tenth week of a semester (last instructional day of the fifth week of a session or corresponding, prorated dates for flexibly scheduled classes) is not normally permitted. In extreme cases where circumstances beyond the student's control make it impossible for the student to complete a class, the student may present a written appeal to his or her college or regional campus student services office for permission to withdraw from a class after the Friday of the tenth week of the semester (last instructional day of the fifth week of a session or corresponding, prorated dates for flexibly scheduled classes). See policy 12.050 for details.

(E) Appeals for retroactive schedule correction

The tuition appeal review panel considers student appeals to make retroactive adjustments in their schedules that are effective before the semester began or on or before the Friday of the second week of a semester (Friday of the first week of a session or corresponding, prorated dates for flexibly scheduled classes). See policy 12.050 for more information about this process.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/12-055.html

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01

Rule 3337-12-60 | Military and military-affiliated students affected by deployment or permanent change of station.

Effective:

September 1, 2018

Promulgated Under:

111.15

PDF:

Download Authenticated PDF

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/12-060.html

(A) Overview

Ohio university has developed the following guidelines for military and military-affiliated students impacted by deployment orders or permanent change of station (PCS) assignment. Military-affiliated students are defined as a student whose spouse, partner, or parent is in the military.

(B) Policy

When a student, or the parent, spouse, or partner of a student is called to active military duty, or receives a short-notice PCS assignment, it often is not possible for the military or military-affiliated student to have anticipated the effect this has on their enrollment status. Therefore, faculty and staff are encouraged to be as flexible as possible with the students who wish to make arrangements to complete coursework for credit. Following are options available to these students:

If a registered student, or the parent, spouse, or partner of a student is called to active duty, or receives a short-notice PCS assignment, during the course of a semester or session (defined as the first day of classes through the last day of classes), the military or military-affiliated student has the option of withdrawing from the university with a full tuition refund. The university registrar will process the withdrawal as effective within the first two weeks of the semester or first week of a session (courses removed from the student's record) and issue a full tuition refund. If the class withdrawal (drop) deadline has passed, and the instructor agrees, the student has the option of arranging for incomplete grades in one or more of the classes in which they are enrolled and dropping without financial penalty from the other classes, if any.

If the final examination week has begun, then neither cancellation nor withdrawal is an option. Students may be able to complete the final exams and those not able to do so will be given incompletes.

The duration of incompletes resulting from any of the listed provisions will be the normal two weeks into the next semester in which the student is enrolled (not counting summer) or two years from the end of the term in which the grade of "I" was given, whichever comes first, or the "I" converts automatically to an "F." Grades of incomplete convert to "F" upon graduation.

Students receiving veterans educational benefits will have to comply with any regulations issued by the veterans administration relative to the timing of their benefits. During past conflicts, the veterans administration "applied mitigating circumstances" where appropriate, as presented by the student, and they paid veteran benefits based on enrollment up to the date of withdrawal which, at Ohio university, was the date on which the student was required to report to active duty or proceed to the PCS assignment.

Students receiving financial aid who choose the full withdrawal option will be treated as a withdrawal in accordance with the return of title IV funds regulations. The date of withdrawal will be the earlier of the date the student begins the withdrawal process, or the date that the student otherwise provides the notification. Federal and state funding agencies may issue specific guidelines which must be followed.

For financial aid recipients choosing the partial withdrawal option (incompletes in one or more courses), financial aid eligibility will be based on the criteria of the specific aid program (i.e., number of credit hours).

Students living in university housing will be charged on a week-by-week prorated basis determined by the date on which they must leave the university.

In order to effect these policies, the military student must present proof of having been called to active duty or PCS orders showing this is a short-notice move, the military-affiliated student must present proof of their parent, spouse, or partner having been called to active duty or PCS orders showing this is a short-notice move. To do this, the student should fax (740-593-4145) or mail a copy of the call-up orders to the veterans and military student services center, baker university center 350, Ohio university, Athens, OH 45701. Along with this, the military or military-affiliated student should include a written statement indicating which of the options described in the policy section they choose to exercise, for each course in which they are enrolled. If a military-affiliated student is electing to effect these policies, then documentation of the relationship must also be provided.

In the case of incomplete (I) grades the arrangements must be worked out by the student and the instructor.

The version of this rule that includes live links to associated resources is online at https://www/ohio.edu/policy/12-060.html

Supplemental Information

Authorized By: 3337.01
Amplifies: 3337.01